VISVESVARAYA TECHNOLOGICAL UNIVERSITY

Jnana Sangama, Belagavi, Karnataka–590014

Mini-Project Report
On
“SMART REAL TIME MONITORING SYSTEM OF STAFF AND
STUDENTS”
Submitted in partial fulfillment of the requirements for the award of degree of
BACHELOR OF ENGINEERING
In
ELECTRONICS AND COMMUNICATION ENGINEERING
Submitted by

KARTHIK R (1BI20EC056)

SRINIVASA M (1BI20EC182)

ASHEESH K (1BI20EC193)
BRAJESH M NAIK (1BI20EC198)

Under the guidance of

Dr. HEMANTH KUMAR A.R
Professor & HOD
Dept. of ECE, BIT

DEPARTMENT OF ELECTRONICS & COMMUNICATION ENGINEERING

BANGALORE INSTITUTE OF TECHNOLOGY
K.R. Road, BANGALORE – 560004
2022-2023
 BANGALORE INSTITUTE OF TECHNOLOGY
K.R. Road, V.V Puram, Bangalore 560004
www.bit-bangalore.edu.in

Department of Electronics and Communication Engineering

CERTIFICATE
Certified that the mini-project work entitled “SMART REAL TIME MONITORING SYSTEM
OF STAFF AND STUDENTS” carried out by KARTHIK R(1BI20EC056), SRINIVASA M
(1BI20EC182), ASHEESH K(1BI20EC193) and BRAJESH M NAIK (1BI20EC198) the
bonafide students of Bangalore Institute Of Technology in partial fulfillment for the award of
Bachelor of Engineering / Bachelor of Technology in Electronics and Communication Engineering
of the Visvesvaraya Technological University, Belagavi during the year 2022-2023. It is certified
that all corrections/suggestions indicated for Internal Assessment have been incorporated in the
Report deposited in the departmental library. The Mini-project report has been approved as it
satisfies the academic requirements in respect of Mini-Project work prescribed for the above said
Degree.

Dr. Hemanth Kumar A.R Dr. Hemanth Kumar A.R

Professor & Head Professor & Head
Dept. of ECE, BIT Dept. of ECE, BIT

External Viva
Name of the examiners &Signature with date
1.

2.
 ACKNOWLEDGEMENT

We would like to thank our guide Dr. Hemanth Kumar A.R, Professor & Head, Electronics and
Communication Department, Bangalore Institute of Technology, Bengaluru for guiding untiringly
all through my tenure.
We would like to thank the Mini Project Coordinator J.C. Narayana Swamy, Associate Professor,
and, Dr. Vidyasaraswathi H.N, Assistant Professor, Electronics and Communication Department,
Bangalore Institute of Technology, Bengaluru for their guidance.
We would like to thank Dr. Hemanth Kumar A.R, Head of the Department Electronics and
Communication Department, Bangalore Institute of Technology, Bengaluru for this opportunity to
present this Mini Project on “SMART REAL TIME MONITORING SYSTEM OF STAFF
AND STUDENTS” of our choice and interest.
We extend our gratitude to Dr. Aswath M U, Principal, Bangalore Institute of Technology,
Bengaluru, for his encouragement and support.
We are fortunate for being part of Bangalore Institute of Technology, the institution that stood by
our side and assisted us towards successfully completing the Mini Project. We also take this
opportunity to thank the Department of Electronics and Communication, Bangalore Institute of
Technology for their tremendous help and guidance.

KARTHIK R (1BI20EC056)

SRINIVASA M (1BI20EC182)

ASHEESH K (1BI20EC193)

BRAJESH M NAIK (1BI20EC198)

 ABSTRACT

Traditional attendance monitoring systems often rely on manual processes that are time-consuming
and prone to errors. We faced the same issue in our institution too, thus This project leverages
RFID technology to provide a more efficient and accurate attendance tracking system. This smart
real-time monitoring system of staff and students project aims to automate this process of recording
and managing attendance in educational institutions using RFID technology, ESP8266, Google
Sheets, and a web interface.
When an individual who is recognized to be part of the institution enters a specific classroom, his
identity needs to be recognized to keep track of his attendance. Thus, we integrate the ID card
given by the institution with a RFID tag which contains the data of the individual to authenticate
his identity. Each student and teacher is provided with their unique tags, these tags are presented
to the RFID scanner placed at the entrance of each classroom, before entering it.
Once the ID card is presented to the RFID scanner, this system collects the data of the person
entering the class and makes note of the time. This information is displayed on Google Sheets.
When the teacher enters the class and the system recognizes their ID, it denotes that the class has
begun. When the class has ended, and the teacher exits the classroom after presenting their ID to
the scanner once again, then the system considers, the class to be concluded and marks the
attendance for all individuals who were present in that specific class.
The web interface allows authorized personnel to access attendance data in a systematic and
sophisticated manner. It provides features such as updating attendance information, viewing real-
time attendance status, and monitoring attendance trends. By automating the attendance process,
this system reduces the administrative burden, minimizes errors, reduces the time wasted by the
teaching fraternity in classrooms by taking attendance in each and every period and also provides
valuable insights for institutional management. The integration of RFID technology, Google
Sheets, ESP8266, and a user-friendly web interface makes this real-time monitoring system an
efficient and reliable solution for educational institutions. In today's fast-paced world, educational
institutions face numerous challenges in managing attendance efficiently and accurately.
Traditional attendance systems relying on manual processes are often time-consuming, error-
prone, and can lead to administrative burdens. However, with advancements in technology, there
is a solution that can revolutionize the way attendance is tracked and managed.
 2022-2023
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS

Department of Electronics and Communication Engineering, BIT

Page |2
 TABLE OF CONTENTS

CHAPTER CONTENTS PAGE NO.

ACKNOWLEDGEMENT

ABSTRACT

TABLE OF CONTENTS

LIST OF FIGURES

CHAPTER 1 INTRODUCTION

1.1 INTRODUCTION 1
1.2 OBJECTIVES 5

CHAPTER 2 LITERATURE SURVEY

2.1 LITERATURE REVIEW 8

2.2 SUMMARY OF LITERATURE REVIEW 11

CHAPTER 3 METHODOLOGY

3.1 DESCRIPTION OF COMPONENTS 13

USED
3.2 WHY GOOGLE SHEETS WAS 19
SELECTED
3.3 WHY ESP8266 IS THE BEST 21
PROCESSOR FOR THE MONITORING
SYSTEM
3.4 WHY ARDUINO IDE IS USED IN OUR 22
PROJECT
CHAPTER 4 DESIGN AND DEVELOPMENT

4.1 BLOCK DIAGRAM OF SMART REAL 25

TIME MONITORING SYSTEM

4.2 HARDWARE DESIGN OF SMART 27

REAL TIME MONITORING SYSTEM

4.3 GOOGLE SHEETS SETUP WITH 28

ESP8266
CHAPTER CONTENTS PAGE NO.

4.4 LINKING A WEB INTERFACE WITH 30

GOOGLE SHEETS

4.5 INITIAL SETUP 31

4.6 DATAFLOW AND WORKING 32

PRINCIPLE

4.7 RESULTS AND OBSERVATIONS 34

CHAPTER 5 CONCLUSION

5.1 CONCLUSION TO THE PROPOSED 38

SOLUTION
5.2 FUTURE WORK 41

REFERENCES 42
 2022-2023
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS

LIST OF FIGURES

SL.NO COMPONENTS PAGE NO

3.1.1 NODE MCU PIN DIAGRAM 14

3.1.2 MFRC522 RFID READER 15

3.1.3 RFID TAGS 16

3.1.4 ADAFRUIT LCD 16X2 17

3.1.5 PIEZO BUZZER 18

4.1.1 BLOCK DIAGRAM 25

4.2.1 CIRCUIT DIAGRAM 26

4.5.1 FLOW CHART 33

4.6.1 SAMPLE OF GOOGLE SHEETS 35

4.6.2 WEB INTERFACE OF STUDENTS 36

4.6.3 WEB INTERFACE OF TEACHERS 37

Page |2
Department of Electronics and Communication Engineering, BIT
 BANGALORE INSTITUTE OF TECHNOLOGY

VISION

To establish and develop the Institute as a center of higher learning, ever abreast with expanding
horizon of knowledge in the field of engineering and technology, with entrepreneurial thinking,
leadership excellence for life-long success and solve societal problem.

MISSION

• Provide high quality education in the engineering disciplines from the undergraduate through
doctoral levels with creative academic and professional programs.
• Develop the Institute as a leader in Science, Engineering, Technology and management, Research
and apply knowledge for the benefit of society.
• Establish mutual beneficial partnerships with industry, alumni, local, state and central governments
by public service assistance and collaborative research.
• Inculcate personality development through sports, cultural and extracurricular activities and
engage in the social, economic and professional challenges.

LONG TERM GOALS

• To be among top 3 private engineering colleges in Karnataka and top 20 in India.

• To be the most preferred choice of students and faculty.
• To be the preferred partner of corporate.
• To provide knowledge through education and research in engineering.
• To develop in each student mastery of fundamentals, versatility of mind, motivation for learning,
intellectual discipline and self-reliance which provide the best foundation for continuing
professional achievement.
• To provide a liberal; as well as a professional education so that each student acquires a respect for
moral values, a sense of their duties as a citizen, a feeling for taste and style, and a better human
understanding.
 DEPARTMENT OF ELECTRONICS AND COMMUNICATION

VISION

Imparting Quality Education to achieve Academic Excellence in Electronics and

Communication Engineering for Global Competent Engineers.

MISSION

• Create state of art infrastructure for quality education.

• Nurture innovative concepts and problem-solving skills.
• Delivering Professional Engineers to meet the societal needs.

PROGRAM EDUCATIONAL OBJECTIVES

• Prepare graduates to be professionals, Practicing engineers and entrepreneurs in the field of

Electronics and communication.
• To acquire sufficient knowledge base for innovative techniques in design and development of
systems.
• Capable of competing globally in multidisciplinary field.
• Achieve personal and professional success with awareness and commitment to ethical and social
responsibilities as an individual as well as a team.
• Graduates will maintain and improve technical competence through continuous learning process.

PROGRAM SPECIFIC OUTCOMES

PSO1: Core Engineering: The graduates will be able to apply the principles of Electronics and
Communication in core areas.
PSO2: Soft Skills: An ability to use latest hardware and software tools in Electronics and
Communication engineering.
PSO3: Successful Career: Preparing Graduates to satisfy industrial needs and pursue higher studies
with social-awareness and universal moral values.
 CHAPTER 1

INTRODUCTION
TO SMART REAL
TIME
MONITORING
SYSTEM
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

CHAPTER 1

INTRODUCTION
1.1 Introduction
In today's rapidly evolving organizational landscape, the effective monitoring and management
of personnel have become pivotal for ensuring seamless functioning and the achievement of
organizational objectives. Recognizing the need to streamline and enhance these essential
administrative processes, we are embarking on the development of a sophisticated tool that
leverages state-of-the-art technologies, including Radio Frequency Identification (RFID),
microcontrollers, and cloud computing.
Efficiency and accountability lie at the core of our endeavor to implement a comprehensive
monitoring and attendance system. We aim to revolutionize the traditional method of logging
attendance through laborious logbooks and physically monitoring various verticals of an
organization. By harnessing the power of the Internet of Things (IoT), our innovative solution
automates these mundane tasks, significantly reducing human effort while delivering precise and
reliable results.

One of the paramount advantages of this technology-driven system is its inherent incorruptibility,
ensuring the authenticity and integrity of the monitored data. Through the elimination of manual
intervention and the automation of the entire process, our project not only enhances efficiency
but also contributes to an organization's commitment to modernize its operations. This initiative
represents a crucial step forward, empowering institutions to embrace cutting-edge tools and
techniques in their pursuit of excellence.

To exemplify the efficacy of our solution, we have tailored our project to simulate a department
within an organization. In this simulation, the department head assumes the role of the
management authority, while teachers and students act as the individuals under monitoring.
However, it is important to note that our versatile system can be effortlessly adapted to meet the
unique requirements of any institution, irrespective of its size or nature.

By embracing this advanced monitoring and attendance system, organizations can optimize their
administrative processes, reduce the likelihood of human error, and enhance overall productivity.

Department of Electronics and Communication Engineering, BIT P

P aa gg ee || 22
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

The integration of RFID technology, microcontrollers, and cloud computing enables us to deliver
a highly reliable, efficient, and scalable solution that will revolutionize attendance tracking and
monitoring practices across diverse institutions, ushering in a new era of streamlined operations
and improved outcomes.

In the contemporary organizational landscape, where time and efficiency are paramount, the need
for accurate and efficient attendance tracking systems cannot be overstated. Traditional methods,
such as manual logbooks, are prone to errors, manipulation, and time-consuming data entry.
These outdated practices not only waste valuable resources but also hinder an organization's
ability to make data-driven decisions.
The implementation of our advanced monitoring and attendance system addresses these
challenges head-on. By leveraging RFID technology, each individual within the organization is
assigned a unique RFID tag or card. These tags contain embedded microcontrollers that
communicate with RFID readers strategically placed in key locations throughout the premises.
When an individual enters or exits a designated area, the RFID reader captures the tag's
information, which is then relayed to a centralized database via cloud computing.

The cloud-based database serves as the backbone of our system, securely storing attendance data
and providing real-time access to authorized personnel. The utilization of cloud computing
ensures seamless synchronization of data across multiple devices and locations, enabling
management to monitor attendance remotely and access up-to-date reports and analytics. This
level of accessibility and transparency empowers organizations with actionable insights,
allowing them to optimize resource allocation, identify attendance patterns, and make informed
decisions to enhance operational efficiency.
In addition to automating attendance tracking, our system offers a range of supplementary
features designed to further streamline organizational management. For instance, by integrating
the RFID tags with personnel identification cards, organizations can implement access control
mechanisms, restricting entry to authorized areas. This enhances security and reduces the risk of
unauthorized access, ensuring the safety of both individuals and valuable assets.

Furthermore, our system enables the implementation of personalized notifications and alerts. By
leveraging the connectivity provided by IoT devices, individuals can receive automated
notifications regarding schedule changes, upcoming events, or important announcements. This

Department of Electronics and Communication Engineering, BIT P

P aa gg ee || 23
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

improves communication and ensures that individuals stay informed and engaged with the
organizational processes.
The scalability and adaptability of our system make it suitable for organizations of all sizes and
industries. Whether it is a small educational institution, a bustling corporate office, or a large-
scale manufacturing facility, our solution can be seamlessly customized to meet the unique
requirements and compliance standards of each organization. This versatility is facilitated by the
modular design of our system, which allows for easy integration with existing infrastructure and
third-party applications.

In conclusion, the development of our advanced monitoring and attendance system represents a
significant leap forward in the realm of organizational management. By leveraging cutting-edge
technologies such as RFID, microcontrollers, and cloud computing, we offer organizations a
reliable, efficient, and scalable solution to automate attendance tracking and streamline
administrative processes. With improved accuracy, reduced human error, and enhanced
productivity, our system empowers organizations to embrace the transformative power of
technology, positioning them at the forefront of innovation and excellence. Implementing a
comprehensive monitoring and attendance system encompasses several key aspects: enhancing
efficiency, embracing technological advancements, streamlining management processes,
fostering student accountability, and ensuring data integrity. By leveraging technology-driven
solutions, organizations can significantly improve teaching efficiency by dedicating more time
to knowledge impartation and addressing student doubts. This reduction in administrative burden
allows teachers to focus on their primary role of delivering effective education.

To maintain a modern and sophisticated image, institutions must stay up to date with
technological advancements. By embracing cutting-edge tools and techniques, they demonstrate
adaptability and a visionary approach. This commitment to innovation not only enhances their
reputation but also creates a dynamic learning environment that prepares students for the
demands of the modern world.
Streamlining management processes through technology plays a crucial role in improving
organizational efficiency. By automating attendance tracking, utilizing cloud-based solutions,
and implementing centralized databases, organizations can access real-time attendance data and
remotely monitor operations. This increased level of oversight fosters a healthy and smoothly

Department of Electronics and Communication Engineering, BIT P

P aa gg ee || 24
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

running institution, enabling efficient resource allocation and informed decision-making. In

addition to management benefits, a comprehensive monitoring system fosters student
accountability. By providing strict and incorruptible oversight, institutions instill in students a
sense of responsibility and adherence to rules, even in the absence of direct attendance checks.
This cultivates valuable traits that extend beyond the classroom and into their future professional
lives, contributing to their overall growth and success.

Ensuring data integrity is paramount in attendance monitoring. By leveraging technology to

automate data collection and storage, institutions can maintain clean, secure, and tamper-free
records. This eliminates the possibility of data manipulation and ensures the authenticity and
reliability of attendance data. Accurate and reliable data forms the foundation for analyzing
trends, identifying areas for improvement, and implementing effective strategies for
organizational growth.
In conclusion, the integration of advanced technology into attendance monitoring and
management revolutionizes administrative process.

1.2 OBJECTIVES

1. Increasing efficiency: The teaching efficiency in the classroom should be increased

significantly, so the teacher can dedicate more time to impart knowledge and clear doubts
that stems in the minds of the students.
2. Modernization: Every organization has to keep updating towards newer technology to
appear as a modern and sophisticated institution, this is very much necessary to maintain
an image and reputation for adaptability and visionary stance.
3. Ease of management: Using technology, oversight by management on the day-to-
day operations of an organization can be increased and a higher level of accountability can
be brought. This allows the management to maintain a healthy smoothly running institution.
4. Student Morality: A sense of accountability should also be increased in the students by
providing strict and incorruptible oversight, teaching them to follow rules even when a
regular attendance is not taken by the teacher.
5. True and Authentic data: Attendance data needs to be clean and secured free from any
manipulation at any point in time which will allow management to

Department of Electronics and Communication Engineering, BIT P

P aa gg ee || 25
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

take informed decision on data that is truly derived from real world interaction without any
human involvement.
6. Enhanced Resource Allocation: A comprehensive monitoring and attendance system enables
organizations to allocate resources effectively. By accurately tracking attendance,
institutions can identify peak usage times, optimize classroom utilization, and allocate staff
and resources accordingly. This leads to improved resource management and cost-
effectiveness.
7. Improved Safety and Security: Implementing a sophisticated monitoring system enhances
safety and security within the organization. By integrating access control mechanisms with
attendance tracking, institutions can ensure that only authorized individuals have access to
specific areas.
8. This helps prevent unauthorized entry and enhances overall security measures, safeguarding
students, staff, and valuable assets.
9. Data-Driven Decision-Making: With an advanced monitoring system, organizations can
harness attendance data for data-driven decision-making. Analyzing attendance patterns and
trends can provide valuable insights into student behavior, academic performance, and
overall institutional effectiveness.

Department of Electronics and Communication Engineering, BIT P

P aa gg ee || 26
 CHAPTER 2

LITERATURE SURVEY
RELATED TO REAL TIME
MONITORING SYSTEM
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

CHAPTER 2

LITERATURE SURVEY

2.1 LITERATURE REVIEW

1. Adoption of radio frequency identification technology in university libraries by Elisha

Ondieki Makori (DOI: 10.1108/02640471311312384)

Data collection and obtaining comprehensive insights from the participants involved the
utilization of a web-based structured questionnaire, document analysis, and participant
observation. To gather the necessary information, a questionnaire was designed and administered
through an online platform. Additionally, relevant documents were thoroughly examined and
analyzed to extract valuable data. Furthermore, direct engagement with the participants through
participant observation was employed to gain firsthand knowledge and observations. This multi-
faceted approach ensured a comprehensive and well-rounded collection of data, enabling a
deeper understanding of the subject matter.
What we gained: we learnt the function of RFID technology and its application
methodology

2. Cloud-based RFID Authentication by Wei Xie1, Lei Xie2, Chen Zhang1, Quan Zhang1,
Chaojing Tang (DOI: 10.1109/RFID.2013.6548151)

A novel cloud database architecture is implemented using an encrypted hash table structure. This
innovative approach ensures the privacy of tag and reader information while interacting with the
database. Furthermore, a groundbreaking RFID authentication protocol is introduced,
specifically designed for cloud-based environments. This protocol aims to maintain the privacy
of tag and reader data from the database keepers. The combination of the encrypted hash table
structure and the proposed authentication protocol provides an enhanced level of security and
privacy in cloud-based RFID systems.
What we gained: we learnt how we must integrate data from RFID tech with esp8266 to
give a structured representation in any cloud format

Department of Electronics and Communication Engineering, BIT Page|6

Page | 8
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

3. Student real-time visualization system in classroom using RFID based on UTAUT

model by Raja Jamilah Raja Yusof, Atika Qazi, Irum Inayat (DOI: 10.1108/IJILT-03-
2017-0018DOI)
This study introduces a proposal for real-time student visualization using RFID technology to
investigate students' in-class activities and performance. The research model is constructed based
on the Unified Theory of Acceptance and Use of Technology (UTAUT) framework. To evaluate
the model, partial least squares analysis was employed. The aim of this approach is to gain
insights into students' engagement and achievements during classroom activities. By utilizing
RFID technology, the proposed system enables real-time monitoring and visualization of student
behavior and performance. The application of the UTAUT model and statistical analysis
techniques adds rigor to the research process, allowing for a comprehensive assessment of the
proposed system's effectiveness.
What we gained: we can learn about the effectiveness of utilizing RFID technology for real-
time student visualization and how it contributes to understanding student engagement
and performance in the classroom.

4. Comparative Analysis and Practical Implementation of the ESP32 Microcontroller

Module for the Internet of Things by Alexander Maier, Andrew Sharp, Yuriy Vagapov
(DOI: 10.1109/ITECHA.2017.8101926)
The focus of this paper revolves around the ESP32, a cutting-edge product developed by
Espressif Systems, specifically designed for Internet of Things (IoT) applications and embedded
systems projects. The ESP32 is a highly advanced and innovative solution that caters to the
growing demands of IoT and offers extensive capabilities for seamless integration into various
projects. The paper delves into the features, functionalities, and applications of the ESP32,
highlighting its suitability for IoT and embedded system development. By examining the latest
offering from Espressif Systems, this paper provides valuable insights into leveraging the ESP32
for IoT and embedded system-related endeavors.
What we gained: From this paper, one can gain valuable insights into the features,
functionalities, and applications of the ESP32 and its suitability for IoT and embedded
system development.

Department of Electronics and Communication Engineering, BIT PPaaggee || 69

SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

5. IoT based Irrigation and Water Logging monitoring system using Arduino and Cloud
Computing by Chandra Prakash Meher, Adyasha Sahoo, Suraj Sharma
(DOI:10.1109/ViTECoN.2019.8899396)

In the field, peripheral devices such as humidity sensors, temperature sensors, and moisture
sensors are strategically placed to monitor and detect environmental conditions. These sensors
collect data on humidity levels, temperature variations, and moisture levels. The gathered data is
then transmitted to a local wireless server for further processing. Subsequently, the recorded data
is securely stored in the cloud for long-term storage and analysis. By deploying this network of
sensors and utilizing a combination of local and cloud-based infrastructure, comprehensive and
real-time environmental data can be captured, enabling better decision-making and analysis in
various fields such as agriculture, industrial monitoring, and climate research.
What we gained: we learnt use of Arduino and how it functions, we learnt from the author
about the, manipulation required in Arduino software.

6. IoT Based Smart Attendance System (SAS) Using RFID by Soumil Nitin Shah,
Abdelshakour Abuzneid (DOI: 10.1109/LISAT.2019.8817339)

This study presents a novel approach for monitoring student attendance by leveraging Radio
Frequency Identification (RFID) technology within the framework of the Internet of Things
(IoT). The integration of RFID and IoT forms a new paradigm that revolutionizes the traditional
methods of attendance tracking. By harnessing the power of RFID technology, students'
attendance can be efficiently monitored and recorded in real-time. This innovative approach
offers a more streamlined and automated system for attendance management, providing
educational institutions with accurate and up-to-date attendance data. The combination of RFID
and IoT presents a promising solution for enhancing attendance monitoring processes in the
educational sector.
What we learnt: how an attendance system actually works, what are the software
challenges and how to overcome them.

Department of Electronics and Communication Engineering, BIT Page|6

P a g e | 10
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

2.2 SUMMARY OF LITERATURE REVIEW

The convergence of RFID technology and the IoT is revolutionizing attendance monitoring in
educational institutions. RFID-based systems enable real-time student attendance tracking,
providing accurate and up-to-date data. Additionally, the integration of RFID sensors with the IoT
allows for environmental data collection, transmitting information from humidity, temperature,
and moisture sensors to a local wireless server and storing it securely in the cloud. Moreover,
automated attendance management systems utilize RFID cards and readers, updating records in
real-time through ESP8266 microcontrollers and Google Sheets integration. These advancements
offer efficiency, accuracy, and reduced administrative burden, fostering modernization within
organizations. The ESP32 by Espressif Systems further enhances IoT and embedded systems
projects, offering advanced features for seamless integration. These technological advancements
have a profound impact on attendance monitoring, environmental data collection, and project
development, propelling organizations towards a technologically advanced future.

Department of Electronics and Communication Engineering, BIT 6

P Pa ag ge e| |11
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

Department of Electronics and Communication Engineering, BIT Page|6

 CHAPTER 3

STRUCTURED
METHODOLOGY IN
DEVELOPMENT OF
MONITORING SYSTEM
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

CHAPTER 3
METHODOLOGY

In this chapter, let us look into the description of hardware components and information about
software / firmware used to build the smart real time monitoring system of staff and students.

3.1 DESCRIPTION OF COMPONENTS USED IN SMART REAL TIME

MONITORING SYSTEM OF STAFF AND STUDENTS
In this system, there is a combination of both hardware and software to implement it. We
researched for the components which are of low cost and high efficiency to meet the required
standards of our system.
Here is a list of hardware components used:
1. NodeMCU – ESP12E Development Board
2. Adafruit 16x2 Liquid Crystal Display
3. Piezo Buzzer
4. MFRC522 RFID Reader
5. MFRC522 RFID Tags

Along with hardware components, our system requires the usage of some display software, data
storage software and IDE software.
In this system, we are using Arduino IDE software for the programming of our main controller
i.e ESP8266 / NodeMCU.
We are using Google Sheets to display the required data and at the same time we are using it as
a database or a storage element.
We use Google Appscript for the manipulation of data to be displayed in the Google Sheets.
We also use the same to display the same data in a separate webpage.
We can add additional components like keypad, led screen, touchscreen interface, body count
measurement system with IR sensors etc

Now let us have a close look into the hardware components used

Department of Electronics and Communication Engineering, BIT 11

P Pa ag ge e| | 13
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

1.NODE MCU DEVELOPMENT BOARD: The NodeMCU board is an open-source

development platform based on the ESP8266 microcontroller, offering built-in Wi-Fi
connectivity and a range of GPIO pins. It operates at 3.3V and supports programming in Arduino
IDE and Lua scripting language. The board features an onboard USB-to-serial converter for easy
programming and debugging. With its Wi-Fi capabilities, it enables seamless internet
connectivity and supports additional communication protocols like I2C, SPI, and UART. The
NodeMCU board provides ample flash memory for program storage and supports OTA firmware
updates. It is a popular choice for IoT and embedded systems projects, providing an affordable,
versatile, and user-friendly solution for developers. Fig.3.1.1 shows the pinout diagram of Node
MCU board.

Fig. 3.1.1 NODE MCU PINOUT DIAGRAM

It operates at 3.3V and supports programming in Arduino IDE and Lua scripting language. The
board features an onboard USB-to-serial converter for easy programming and debugging. It is a
popular choice for IoT and embedded systems projects, providing an affordable, versatile, and
user-friendly solution for developers.
The NodeMCU board has several General-Purpose Input/Output (GPIO) pins, which can be used
for digital input or output operations. These pins are labeled as D0 to D8. Note that D0 (GPIO16)
has some limitations and should be avoided for certain purposes, such as waking up from deep
sleep mode.
Department of Electronics and Communication Engineering, BIT PP aa gg ee | 11
14
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

2. MFRC522 RFID READER: The MFRC522 RFID scanner is a highly integrated and low-
cost device used for reading and writing RFID cards or tags. It operates on the 13.56 MHz
frequency and utilizes the popular RFID communication protocol, including ISO/IEC 14443
Type A and Type B. The MFRC522 offers excellent compatibility and can be easily integrated
into various applications, including access control systems, attendance tracking, and inventory
management. It provides a simple SPI interface for communication with microcontrollers,
making it compatible with a wide range of platforms. With its compact size, low power
consumption, and reliable performance, the MFRC522 RFID scanner is a popular choice for
RFID-based projects. Fig.3.1.2 shows the image of a MFRC522 RFID Reader.

Fig. 3.1.2 MFRC522 RFID READER

The MFRC522 module features an integrated antenna, which eliminates the need for an external
antenna. This makes it compact and easy to integrate into projects without requiring additional
components.

This reader can detect and read various types of RFID cards, including ISO/IEC
14443A/MIFARE cards and tags. It supports both reading and writing operations, allowing for
data storage on compatible RFID cards.

Department of Electronics and Communication Engineering, BIT P a g e | |11

15
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

3. RFID TAGS : MFRC522 RFID tags are passive devices that operate on the 13.56 MHz
frequency, utilizing ISO/IEC 14443 Type A and Type B communication protocols. They are
equipped with an integrated circuit chip that contains a unique identification code and memory
storage for additional data. These tags communicate with compatible RFID scanners using
electromagnetic waves, requiring no internal power source.
The MFRC522 tags offer a typical read range of several centimeters and can be easily attached
or embedded into objects due to their compact size. They provide reliable and secure data
transmission, making them suitable for applications such as access control, inventory
management, and contactless payment systems. Refer Fig. 3.1.3 for the images of few of the
RFID tag types

RFID
TAG

Fig. 3.1.3 RFID TAGS

They are equipped with an integrated circuit chip that contains a unique identification code and
memory storage for additional data. These tags communicate with compatible RFID scanners
using electromagnetic waves, requiring no internal power source. The MFRC522 tags offer a
typical read range of several centimeters.

Department of Electronics and Communication Engineering, BIT PPaagg ee | 11

16
5
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

4. ADAFRUIT LCD 16X2 : The Adafruit 16x2 LCD display is a popular choice for projects
requiring a compact and easy-to-use alphanumeric display. It features a 16-character by 2-line
configuration, allowing for the display of text, numbers, and symbols. The display utilizes the
Hitachi HD44780 controller chip, which offers compatibility with a wide range of
microcontrollers and simplifies the integration process. The Adafruit 16x2 LCD display supports
both 4-bit and 8-bit communication modes, providing flexibility for different project
requirements. It features an adjustable contrast control and is backlit, ensuring excellent visibility
in various lighting conditions. With its user-friendly design and reliable performance, the
Adafruit 16x2 LCD display is widely used in DIY electronics, robotics, and prototyping projects.
Fig. 3.1.4 refers to a image of Adafruit 16x2 LCD.

Fig. 3.1.4 ADAFRUIT LCD 16X2

The module utilizes the standard HD44780 controller, which allows for easy interfacing with
microcontrollers and Arduino boards. It uses a parallel 4-bit or 8-bit communication interface,
making it compatible with a wide range of microcontroller platforms.

The module provides a contrast control feature that allows you to adjust the display's contrast
level. This can be done using a potentiometer or a dedicated contrast control pin, depending on
the specific model.

Department of Electronics and Communication Engineering, BIT PP aa gg ee | |1117

SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

5. PIEZO BUZZER: A buzzer is a small electronic device that generates audible sound signals.
It is commonly used to provide audio feedback, alerts, or alarms in various applications. Buzzer
modules typically consist of a piezoelectric element that produces sound when an electrical
signal is applied. They are compact, low-cost, and easy to integrate into electronic circuits.
Buzzer modules can be driven by digital signals from microcontrollers, generating different
tones or frequencies based on the input. They are widely used in alarm systems, timers,
notifications, and interactive electronics projects, adding an auditory element to enhance user
experience and provide audible cues. Refer Fig 3.1.5 for an image of Piezo buzzer.

Fig. 3.1.5 PIEZO BUZZER

Piezo buzzers are driven by applying an alternating current (AC) or a pulsating direct current
(DC) to the piezo element. The frequency and duration of the applied signal determine the pitch
and sound pattern produced by the buzzer.

Department of Electronics and Communication Engineering, BIT PP aa gg ee | 11

18
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

3.2 WHY GOOGLE SHEETS WAS SELECTED BY US FOR THE

MONITORING SYSTEM
Google Sheets is a cloud-based spreadsheet application developed by Google. It offers a wide
range of features and functionalities for creating, organizing, and analyzing data in a tabular
format. Here is a detailed explanation of Google Sheets and why it is helpful in an RFID attendance
system:

1. Data Storage and Organization:

Google Sheets provides a structured and easily accessible platform for storing attendance data.
The tabular format allows you to create columns for student ID, names, dates, and attendance
status. This organization facilitates efficient data management, searchability, and sorting
capabilities.

2. Real-time Collaboration:
Google Sheets enables real-time collaboration and data sharing among multiple users. This feature
allows teachers, administrators, and other authorized personnel to simultaneously access and
update attendance data. It promotes seamless teamwork, eliminates version control issues, and
ensures up-to-date information for effective attendance monitoring.

3. Cloud-based Accessibility:
With Google Sheets being cloud-based, attendance data can be accessed from anywhere, anytime,
and on any device with an internet connection. This flexibility enables administrators
and teachers to view and update attendance records on the go, whether they are in the office,
classroom, or remotely attending to other responsibilities.

4. Integration with Google Forms:

Google Sheets seamlessly integrates with Google Forms, allowing you to create customized
attendance forms. Teachers can generate unique forms for each class or session, enabling efficient
data collection directly into the Google Sheets attendance document. This integration eliminates
manual data entry and reduces the chances of errors.

Department of Electronics and Communication Engineering, BIT PPa ag ge e| |19

19
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

5. Data Analysis and Reporting:

Google Sheets offers powerful data analysis and reporting capabilities. It provides built-in
functions, formulas, and tools to perform calculations, generate statistics, and create visualizations
such as charts and graphs. This empowers administrators and teachers to gain insights from
attendance data, identify trends, and make data-driven decisions to enhance attendance
management strategies.

6. Sharing and Permissions:

Google Sheets provides flexible sharing settings, allowing you to control access to attendance
data. Administrators can grant read-only or editing permissions to individuals or groups, ensuring
data privacy and security. This feature is crucial for maintaining confidentiality and complying
with privacy regulations.

7. Automation with Google Apps Script:

Google Sheets can be extended and automated using Google Apps Script. This scripting language
allows you to create custom functions, triggers, and workflows to automate attendance-related
tasks. For example, you can set up automated email notifications for absentees or generate
attendance reports at specific intervals.

8. Integration with Third-Party Services:

Google Sheets offers APIs and integrations with various third-party services, enabling seamless
integration with other components of the RFID attendance system. For instance, you can use the
Google Sheets API to directly write attendance data from the microcontroller or web interface,
ensuring real-time synchronization and accurate recording.

In summary, Google Sheets provides a robust and accessible platform for storing, organizing,
analyzing, and sharing attendance data in an RFID attendance system. Its cloud-based nature,
collaboration features, data analysis capabilities, and integrations make it an invaluable tool for
efficient attendance management, reporting, and decision-making.

Department of Electronics and Communication Engineering, BIT P aP ga eg e| 20

| 20
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

3.3 WHY ESP8266 IS THE BEST PROCESSOR FOR REAL TIME

MONITORING SYSTEM
ESP8266 is a highly versatile and widely adopted Wi-Fi enabled microcontroller module designed
for Internet of Things (IoT) applications. Developed by Espressif Systems, it has gained popularity
due to its affordability, compact size, and powerful capabilities. This one-page description
provides an overview of the ESP8266 module, highlighting its features, applications, and benefits.

ESP8266 boasts an impressive feature set that makes it suitable for a wide range of IoT projects.
It is equipped with a powerful 32-bit Tensilica processor, low power consumption, and built-in
Wi-Fi connectivity, enabling seamless integration into various IoT applications. The module offers
GPIO pins for interfacing with external devices, UART, I2C, and SPI interfaces for
communication with other microcontrollers or sensors, and onboard flash memory for program
storage.

One of the key advantages of the ESP8266 is its ability to connect to Wi-Fi networks, allowing
devices to communicate and exchange data over the internet. This capability makes it ideal for
applications such as home automation, smart lighting, environmental monitoring, remote control
systems, and sensor networks. With the ESP8266, developers can easily create smart devices that
can be controlled and monitored remotely, providing enhanced convenience, efficiency, and
automation. The ESP8266 can be programmed using various development environments,
including the Arduino IDE, NodeMCU Lua, and Micro Python, making it accessible to a wide
range of developers. Its rich ecosystem includes a vast library of community-developed resources,
tutorials, and code examples, simplifying the development process and fostering collaborative
learning.

Another notable feature of the ESP8266 is its low power consumption, which is crucial for battery-
powered IoT applications. It offers sleep modes and power management options that help optimize
energy usage, extending the lifespan of battery-powered devices. Furthermore, the ESP8266
supports Over-the-Air (OTA) updates, allowing firmware upgrades without the need for physical
connections. This feature simplifies maintenance and enables remote updates, making it
convenient to deploy and manage devices at scale.

Department of Electronics and Communication Engineering, BIT PP

a ga eg e| 21
| 21
 SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

3.4 WHY ARDUINO IDE IS USED IN OUR PROJECT FOR PROGRAMMING

NODEMCU

1. Simplicity and Beginner-Friendly: The Arduino IDE is designed with simplicity in mind,
making it accessible for beginners and those new to programming. Its user-friendly interface and
intuitive features enable users to quickly start coding without extensive prior knowledge.

2. Open-Source and Community-Driven: The Arduino IDE is an open-source platform, which

means its source code is freely available for modification and improvement. This fosters a large
and active community of Arduino users who contribute libraries, examples, and resources, making
it easy to find support and guidance when needed.

3. Cross-Platform Compatibility: The Arduino IDE is available for multiple operating systems,
including Windows, macOS, and Linux. This cross-platform compatibility allows users to work
with their preferred operating system without any restrictions.

4. Library Ecosystem: The Arduino IDE incorporates a library manager that simplifies the process
of adding external libraries to projects. The extensive library ecosystem offers a wide range of pre-
written code packages, making it easier to implement complex functionalities without starting from
scratch.

5. Code Portability: Arduino code written in the Arduino IDE can be easily transferred and run on
different Arduino boards with minimal modifications. This code portability allows for quick
prototyping and experimentation, as well as seamless deployment across various Arduino-
compatible platforms.

6. Seamless Integration with Arduino Hardware: The Arduino IDE is specifically designed to
work seamlessly with Arduino boards, ensuring compatibility and smooth operation. It provides
built-in tools for compiling and uploading code, as well as a serial monitor for communication
with the board.

Department of Electronics and Communication Engineering, BIT P Pa ag ge e| |22

22
 SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

7. Documentation and Support: The Arduino IDE offers extensive documentation, including a
reference guide and tutorials, which provide a wealth of information for users at all skill levels.
Additionally, the Arduino community is highly active and supportive, offering forums, online
resources, and user-contributed content to help troubleshoot issues and provide guidance.

8. Versatility and Extensibility: While the Arduino IDE is primarily intended for Arduino boards,
it can also be extended to support other microcontroller platforms. With the appropriate board
definitions, users can leverage the Arduino IDE's features and simplicity for programming a wide
range of compatible devices.

These advantages make the Arduino IDE a popular choice for beginners, hobbyists, and
professionals alike, enabling them to quickly and effectively develop projects using Arduino
boards.

Department of Electronics and Communication Engineering, BIT PPa ag ge e| |23

23
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

Department of Electronics and Communication Engineering, BIT P a g e | 24

Page | 25
 CHAPTER 4

DESIGN AND
DEVELOPMENT OF REAL
TIME MONITORING
SYSTEM
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

CHAPTER 4

CIRCUIT REPRESENTATION OF REAL TIME

MONITORING SYSTEM

4.1 BLOCK DIAGRAM OF SMART REAL TIME MONITORING SYSTEM

By using the hardware and software components mentioned in the previous chapter (Chapter 3.1),
we are designing a system for smart real time monitoring of staff and students. The flow of concept
shown below is the fundamental representation of our system flow of the concept of an RFID-
based attendance system using ESP8266 and Google Sheets.

Fig. 4.1.1 Block Diagram of Smart Real Time Monitoring System of Staff and Students

Fig. 4.1.1 depicts the flow of concept of the smart real time monitoring system of staff and students.
The flow of the concept of an RFID-based attendance system using ESP8266 and Google Sheets
involves the following steps:

• RFID Tag Initialization:

o Each student or individual is assigned a unique RFID tag or card containing an
embedded RFID chip.

Department of Electronics and Communication Engineering, BIT P Pa ag ge e| 25

| 26
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

o The RFID tags/cards are associated with the respective student's information, such as
their ID or name.

• RFID Tag Detection:

o When a student approaches the RFID reader connected to the ESP8266 module, the
reader emits radio waves.

• RFID Tag Communication:

o The RFID tag in proximity to the reader picks up the radio waves and energizes.
o The energized tag sends its unique identification data, encoded on the chip, back to the
reader.

• ESP8266 Data Processing:

o The ESP8266 microcontroller receives the identification data from the RFID reader.
o The microcontroller processes the received data and extracts the unique ID or other
relevant information from the tag.

• Connectivity with Google Sheets:

o The ESP8266 module establishes a connection to the internet using Wi-Fi capabilities.
o The module authenticates and authorizes access to Google Sheets using API
credentials.

• Attendance Data Update:

o The ESP8266 sends a request to the Google Sheets API to update the attendance record
for the corresponding student.
o The student's identification data, along with the date and time, are written to the
designated spreadsheet in Google Sheets.

• Real-time Monitoring:
o The attendance data is instantly updated in the Google Sheets document, allowing
authorized users to monitor attendance in real time.
o Teachers or administrators can access the attendance records through a web interface
or directly in Google Sheets.

Department of Electronics and Communication Engineering, BIT PPa ag ge e| |26

27
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

• Analysis and Reporting:

o Attendance data stored in Google Sheets can be analyzed and used to generate
reports.
o Reports may include attendance trends, patterns, or specific statistics for further
analysis or decision-making.

• Accessibility and Convenience:

o The web interface, integrated with Google Sheets, provides easy access to attendance
records from any device with internet connectivity.
o Teachers, administrators, and other authorized personnel can view, manage, and
download attendance data as needed.

This flow demonstrates how the RFID-based attendance system using ESP8266 and Google Sheets
enables automatic attendance tracking and storage in a centralized and accessible platform. The
combination of RFID technology for identification, ESP8266 for data processing and internet
connectivity, and Google Sheets for data storage and analysis creates a streamlined and efficient
attendance management solution.

4.2 HARDWARE DESIGN OF SMART REAL TIME MONITORING

SYSTEM OF STAFF AND STUDENTS

Once all the components are tested for correctness, we start the connections of the hardware
design.

As mentioned earlier in Chapter 3, we are using ESP8266/NodeMCU, Adafruit 16x2 Liquid

Crystal Display and MFRC522 RFID Reader as the parts of hardware circuit. All the
components should be connected firmly since the system will be working in the outside
environment for full time.

The Fig. 4.2.1 depicts hardware connections of our system.

The following is the list of connections from NodeMCU board to MFRC522 reader.

Department of Electronics and Communication Engineering, BIT PPaaggee | | 27

28
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

• 3V to VCC
• D3 to RST
• D6 to MISO
• D7 to MOSI
• D5 to SCK
• D4 to SS

Fig. 4.2.1 CIRCUIT DIAGRAM OF REAL TIME MONITORING SYSTEM

The following is the list of connections from NodeMCU board to Adafruit LCD display.
• VIN to VCC
• G to GND
• D2 to SDA
• D1 to SCL

4.3 GOOGLE SHEETS SETUP WITH ESP8266

Before the actual code, we have to first setup the Google Sheets to the Arduino IDE for the
communication of data between ESP8266 and Google Sheets.

We take the help of Google Appscript to arrange the received data and display it in Google Sheets.

Here is the procedure to follow:

Department of Electronics and Communication Engineering, BIT PP aa gg ee || 29

28
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

1. Create a Google Sheets Spreadsheet:

2. Go to Google Sheets and create a new spreadsheet.

3. Set up the column headers according to your data requirements.

4. Create a Google Apps Script:

5. In the Google Sheets spreadsheet, go to "Tools" > "Script editor" to open the Google Apps
Script editor.

6. Write a function in the script editor that will handle incoming data from the ESP8266. This
function will parse the data and append it to the appropriate sheet in the spreadsheet.

7. Save the script and close the script editor.

8. Publish the Google Apps Script as a Web App:

9. In the Google Apps Script editor, go to "Publish" > "Deploy as web app".

10. Choose a version for the web app and set the "Who has access to the app" option to "Anyone,
even anonymous".

11. Click on the "Deploy" button and authorize the app with the necessary permissions.

12. Obtain the Web App URL:

13. After deploying the web app, you will receive a URL. This URL will be used by the ESP8266
to send data to the Google Sheets.

14. In the Arduino IDE, create a new sketch and include the required libraries using #include
statements. Set up the Wi-Fi connection using WiFi.begin(ssid, password) with appropriate
network credentials.

15. Format the data you want to send to Google Sheets into a suitable format, such as JSON or
CSV.

16. Use the WiFiClient library to establish a connection to the Google Apps Script web app URL.

17. Send an HTTP POST request to the web app URL, including the formatted data in the request
body.

18. Handle the response from the web app if necessary.

19. Upload the sketch to the ESP8266 microcontroller.

Department of Electronics and Communication Engineering, BIT P aPgaeg |e 29

| 30
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

4.4 LINKING A WEB INTERFACE WITH GOOGLE SHEETS

In this project, we also display the student / teacher data in a separate webpage.

Here is the procedure to do the same:

1. Enable Google Sheets API:

- Access the Google Cloud Platform (GCP) Console.
- Create or select a project and enable the Google Sheets API.

2. Generate API Credentials:

- Create API credentials (OAuth client ID) for your project in the GCP Console.
- Specify authorized JavaScript origins and redirect URIs.

3. Obtain API Credentials:

- Download the JSON file containing the API credentials.
- Securely store the file as it contains sensitive authentication information.

4. Set up Authorization:
-Configure server-side authentication in your web application using the downloaded API
credentials.
- Use the OAuth 2.0 flow to obtain an access token and refresh token.

5. Authenticate API Requests:

- Include authentication code in your web application to authenticate requests to Google Sheets.
- Use the access token obtained during authorization.
- Refresh the access token when it expires using the refresh token.

6. Make API Requests:

- Utilize the authenticated API access to read or write data to Google Sheets.
-Employ Google Sheets API methods (e.g., spreadsheets.values.get, spreadsheets.values.update)
to interact with the spreadsheet data.
- Construct API requests with necessary parameters such as spreadsheet ID, sheet name, and data
range.

Department of Electronics and Communication Engineering, BIT P Pa ag ge e| 30

| 31
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

7. Handle API Responses:

- Manage and process the responses received from the Google Sheets API.
- Parse and manipulate the data in your web application as needed.

By following these steps, we can seamlessly link our web interface with Google Sheets, facilitating
the reading and writing of data between your web application and the Google Sheets spreadsheet.
Ensure appropriate authentication and authorization handling to maintain data security. Refer to
the official Google Sheets API documentation and language-specific guides for detailed
implementation instructions and code examples.

4.5 INITIAL SETUP

• The RFID scanner along with other hardware configurations is to be placed outside every
classroom next to the door at an optimum height.
• The RFID tag which contains the details of individual like name register number, contact
number etc. is embedded into individual’s ID card.
• In the NodeMCU sketch we initialize the credentials of nearby Wi-Fi network. We also
initialize the specific Google Sheet’s credentials.
• A rule is made to both students and teaching faculty to compulsorily tap the ID card on the
scanner both while entering the class and leaving the class.
• Each class will be having a specific Google Sheet.

4.6 DATAFLOW AND WORKING PRINCIPLE OF THE SMART REAL

TIME MONITORING SYSTEM

1. The NodeMCU board is configured to connect to a specific Wi-Fi network and establish an
internet connection.

2. The RFID reader is utilized to scan the unique ID (UID) of the RFID tag embedded in the

Department of Electronics and Communication Engineering, BIT PP

a ga eg e| 31
| 32
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

student or teacher's ID card.

3. The UID is then used to access the 1Kb memory layout of the RFID tag, where the individual's
information is stored.

4. The relevant data from the RFID tag, such as the person's name, ID number, and other details,
is extracted and stored in a temporary variable.

5. A client object is created on the NodeMCU board to establish a connection with the URL of
the Google Spreadsheet for authentication purposes.

6. The collected data, along with the URL and host information, is sent from the NodeMCU board
to the specified Google Spreadsheet, also it is displayed in the LCD.

7. In the Google Spreadsheet application, the received data is checked to determine if it already
exists in the sheet, allowing for differentiation between check-ins and check-outs.

8. The received data is then properly organized and formatted in a presentable manner within the
Google Sheets to ensure readability and easy analysis.

9. A web interface is created to provide a user-friendly and structured presentation of the

attendance and monitoring data.

10. The web interface may include features such as filtering options, search functionality, and
graphical representations of attendance statistics for enhanced data visualization.

11. The system can support multiple NodeMCU boards and RFID readers simultaneously,
enabling efficient tracking and monitoring of attendance for a large number of individuals.

12. The figure 4.5.1 depicts the flow of data in the smart real time monitoring system of staff and
students. This flowchart includes the combination of both hardware part and the software part.

Department of Electronics and Communication Engineering, BIT P Pa ag ge e| 32

| 33
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

Fig. 4.5.1 Dataflow model of the Staff Monitoring System

Department of Electronics and Communication Engineering, BIT PPaaggee | | 33

34
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

4.7 RESULTS AND OBSERVATIONS

1. The recorded attendance data, including the names, register numbers, contact numbers, check-
in times, check-out times, and dates of students and teachers, is visible and accessible within the
Google Sheets.

2. The Google Sheets displays the attendance data in the order in which individuals tap their ID
cards, providing a chronological record of attendance events.

3. The web interface, integrated with the attendance system, presents the same data in a user-
friendly manner. It allows the head of the institution or authorized personnel to monitor the current
presence of faculty members in real-time.

4. The web interface provides a centralized view of attendance information, allowing

administrators to quickly identify who is present or absent at any given time.

5. The attendance records in both Google Sheets and the web interface provide a comprehensive
overview of attendance for each individual over the course of the semester.

6. The Google Sheets acts as a permanent database, storing all the attendance data from the
beginning of the semester until the last working day. This ensures that historical attendance
information is easily accessible for future reference or analysis.

7. The stored attendance data can be used for generating various reports and statistical analysis,
such as overall attendance percentages, individual attendance trends, and identifying patterns or
anomalies.

8. The attendance data can also be used for generating automated notifications or alerts based on
specific attendance criteria, such as sending an email to parents or faculty in the case of excessive
absences.

Department of Electronics and Communication Engineering, BIT PPa ag ge e| |34

35
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

9. With the database-like functionality of Google Sheets, the attendance system enables efficient
data management, including sorting, filtering, and searching for specific information or generating
customized reports as needed.

The combination of Google Sheets and the web interface provides a robust and scalable solution
for monitoring and managing attendance, offering convenience, accuracy, and real-time insights
to educational institutions.

Fig.4.6.1 Sample of Google Sheets of a particular classroom after multiple taps

The above Google sheet displays the following columns, USNs of respective student, the check in
time denotes at what that particular person had entered the class room. this data becomes
paramount in determining at what exact time should each person's attendance is counted and will
form the fundamentals of this model.

In the same manner checkout time will have the important role in determining at what exact time
has each individual exited the classroom. Both these Data are set to Indian standard time and are
derived from the built-in time in google sheets.

The room number data is assigned and it points as to which classroom is this attendance data
collected. Date function also comes built-in google sheets and its helpful understand the
chronology of the attendance when large amounts of data spread over several days are considered.

First name and last name helps In determining to which individual dues these attendance belongs
to and if the need arises to contact the said individual contact info is provided along with the name.

Department of Electronics and Communication Engineering, BIT P aPgaeg |e 35

| 36
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

Fig.4.6.2 Sample of Web Interface of student in particular classroom after multiple taps

The above image displays the final image of your monitoring data of students is presented and
viewed in the web interface. It has the check-in and check-out time which are in Indian standard
time along with the date.

The room number of where the individual had checked in and checked out is displayed in the next
column. The first and last name of the faculty along with their contact information is given for
ease of communication in case of an enquiry by the management. In this manner the monitoring
data is displayed. Another column is added to display the university seat number of the student,
this is done to make the work of marking attendance to student easier.

Department of Electronics and Communication Engineering, BIT P aP ga eg e| 36

| 37
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

Fig.4.6.3 Sample of Web Interface displaying teachers monitoring system

The above image displays the final image of your monitoring data of teachers is presented and
viewed in the web interface. It has the check-in and check-out time which are in Indian standard
time along with the date.

The room number of where the individual had checked in and checked out is displayed in the next
column. The first and last name of the faculty along with their contact information is given for
ease of communication in case of an enquiry by the management. In this manner the monitoring
data is displayed.

Department of Electronics and Communication Engineering, BIT P Pa ag ge e| 37

| 38
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

Department of Electronics and Communication Engineering, BIT P a g e | 39

 CHAPTER 5

CONCLUSION
AND
FUTURE SCOPE
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

CHAPTER 5
CONCLUSION

5.1 CONCLUSION TO THE PROPOSED SOLUTION

The RFID attendance and monitoring system using ESP8266, Google Sheets, and a webpage is a
convenient and efficient solution for managing attendance records. This system utilizes RFID
technology, which allows for quick and accurate identification of individuals. By integrating the
ESP8266 microcontroller, the system can connect to the internet and interact with Google Sheets,
enabling seamless data storage and retrieval. Additionally, the creation of a user-friendly webpage
provides a convenient interface for administrators to monitor and manage attendance data.

First and foremost, the RFID technology employed in this monitoring system offers numerous
benefits. With RFID tags assigned to each individual, the process of taking attendance becomes
streamlined and error-free. As individuals pass by the RFID reader, their unique identification codes
are captured and processed by the ESP8266 microcontroller. This eliminates the need for manual
attendance-taking, reducing the chances of human error and saving valuable time. The system
ensures accurate attendance records, allowing for efficient tracking of attendance patterns and
analysis of data.

Furthermore, the integration of Google Sheets adds another layer of functionality to the attendance
system. By establishing a connection between the ESP8266 and Google Sheets, attendance data can
be automatically logged and stored in a centralized online database. This eliminates the need for
physical attendance registers or manual data entry, minimizing the risk of data loss or manipulation.
The accessibility of Google Sheets enables administrators to retrieve attendance records from
anywhere at any time, making it a convenient and reliable solution for attendance management.

Lastly, the creation of a user-friendly webpage enhances the overall experience of the attendance
system. Administrators can utilize the webpage to monitor attendance in real-time, view attendance
reports, and generate customized reports based on specific criteria. The webpage interface allows
for easy navigation and interaction, making it simple for administrators to perform various
attendance-related tasks. This enhances the efficiency of attendance management and provides a
comprehensive overview of attendance data.

Department of Electronics and Communication Engineering, BIT PP

a ga eg e| 39
| 41
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

This attendance and monitoring system using ESP8266, Google Sheets, and a webpage offers
a practical and user-friendly solution for managing attendance records. Through the utilization of
RFID technology, accurate identification and recording of attendance are ensured. The integration
with Google Sheets allows for seamless data storage and retrieval, eliminating the need for manual
entry and providing accessibility from anywhere. With the addition of a user-friendly webpage,
administrators can easily monitor attendance and generate reports, enhancing the overall efficiency
of attendance management.

Furthermore, the RFID-based attendance system streamlines administrative processes. The

elimination of manual data entry reduces the administrative burden, freeing up valuable resources
for other essential tasks. Additionally, the data stored in Google Sheets can be easily analyzed and
processed, providing valuable insights into attendance patterns, trends, and potential areas for
improvement.

The user experience of this system is optimized for simplicity and convenience. The straightforward
setup process and intuitive operation ensure that users can quickly adapt to the system without
extensive technical knowledge. The system's scalability is another advantage, allowing for seamless
expansion as the number of users increases.

Looking to the future scope, there is immense potential for further improvements and advancements
in the RFID-based attendance system. With ongoing advancements in RFID technology, we can
expect even greater accuracy and efficiency in attendance tracking. Moreover, the integration of
additional features, such as facial recognition or biometric authentication, holds promise for further
enhancing security and convenience.

In conclusion, the proposed solution presents a paradigm shift in attendance management. By

leveraging cutting-edge technology and streamlining administrative processes, this system offers
numerous advantages, including enhanced accuracy, time efficiency, and data security. With its user-
friendly interface and real-time monitoring capabilities, this system has the potential to transform
attendance tracking across educational institutions, organizations, and workplaces. As we look
ahead, we anticipate widespread adoption and further advancements, paving the way for a more
efficient and technologically advanced future.

Department of Electronics and Communication Engineering, BIT PP

a ga eg e| 40
| 42
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

5.2 FUTURE WORK

• Mobile Application Integration:

o Develop a mobile application that connects to the attendance system, allowing users to
view attendance data, receive notifications, and manage attendance-related tasks on their
smartphones.
• Machine Learning for Data Analysis:
o Utilize machine learning techniques to analyze attendance patterns, identify trends, and
generate insights from the collected data. This can help in identifying patterns such as
frequent absences or tardiness.
• Integration with Student Management Systems:
o Integrate the attendance system with existing student management systems used by
educational institutions. This enables seamless synchronization of attendance data and
provides a holistic view of student records.
• Advanced Authentication Methods:
o Explore the integration of advanced authentication methods, such as biometric sensors
(fingerprint or facial recognition), to enhance the accuracy and security of attendance
recording.
• Customized Reporting and Analytics:
o Develop custom reporting and analytics features within the web app to generate
comprehensive attendance reports, visualize data trends, and enable data-driven
decision-making.
• Integration with Learning Management Systems:
o Integrate the attendance system with learning management systems (LMS) commonly used
in educational institutions. This allows for seamless data exchange and integration
of attendance data within the broader educational ecosystem.
• Automated Notifications:
o Implement automated notifications to alert students, parents, or administrators about
attendance-related matters, such as missed classes, low attendance rates, or upcoming events.
• Integration with Access Control Systems:
o Extend the functionality of the attendance system to integrate with access control systems,
enabling automatic access to specific areas based on attendance records.

Department of Electronics and Communication Engineering, BIT P Pa ag ge e| 41

| 43
 SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

REFERENCES
1] Detection using isolation forest for RFID-based attendance monitoring system.
https://www.researchgate.net/publication/366498406_FRAUD_DETECTION_USING_ISOLAT
ION_FOREST_FOR_RFID

2] IoT based Digital Attendance System using RFID & ESP

https://www.researchgate.net/publication/359352861_IoT_based_Digital_Attendance_System_u
sing_RFID_ESP32

3] Development of Automatic Real Time Inventory Monitoring System using RFID Technology in
Warehouse
https://www.researchgate.net/publication/364177200_Development_of_Automatic_Real_Time_
Monitoring

4] An IoT Based Attendance System using PI Cam and RFID Controller

https://www.researchgate.net/publication/371830985_An_IoT_Based_Attendance_System_usin
g_PI_Cam

5] Google Sheets training and help

https://support.google.com/a/users/answer/9282959?hl=en#sheets-quick-start

6] ESP8266 NodeMCU Projects, Tutorials and Guides with Arduino IDE

https://randomnerdtutorials.com/projects-esp8266/

7] Installing the ESP32 Board in Arduino IDE

https://randomnerdtutorials.com/installing-the-esp32-board-in-arduino-ide-windows-
instructions/

8] Installing ESP32 board

https://www.tutorialspoint.com/esp32_for_iot/installing_the_esp32_board_in_arduino_ide.html

9] Programming the ESP32 directly from the Arduino IDE

https://www.upesy.com/blogs/tutorials/install-esp32-on-arduino-ide-complete-guide

Department of Electronics and Communication Engineering, BIT PP

a ga eg e| 42
| 44
SMART REAL TIME MONITORING SYSTEM OF STAFF AND STUDENTS 2022-2023

Department of Electronics and Communication Engineering, BIT P a g e | 45